Sample letter to decline a bid in landscaping project


  1. A thoughtful letter on declining a bid tells the bidder of your decision, but it also let the bidder know that he or she is still welcome for future business.
  2. Tell the bidder that you appreciate his or her efforts.
  3. If possible, explain the positive characteristics of the bid. Shortly give details on why you are turning down the bid.
  4. End it with an uplifting remark, maybe by recommending future possibilities for a business partnership.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Sunshine Corp. would like to thank you for presenting your bid in landscaping our new building on Maine Street. Your presentation was excellent. However, the board of directors has decided to accept another company's proposal. It was more to their liking, and the cost was within our company's budget. Nevertheless, we will still keep in touch for future landscaping projects. We hope that you will still submit your bid next time.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -